Administrative Assistant – Construction Project Management

We are a full-service Project Management and Total Building Commissioning Firm committed to service excellence and delivering well-executed, efficient projects. We are currently seeking a detail-oriented, proactive Administrative Assistant with construction industry knowledge to support our growing team of project managers, engineers, and field staff.

Responsibilities:

• Provide day-to-day administrative support to project managers and field teams involved in construction and commissioning projects.
• Set up, organize, and maintain filing systems related to construction documentation (RFIs, submittals, meeting minutes, punch lists, change orders, etc.).
• Assist in the preparation of project documentation, schedules, contracts, invoices, and reports.
• Coordinate and schedule meetings, job site visits, project kickoffs, and other construction-related activities.
• Manage calendars for multiple team members; arrange travel and accommodations as needed.
• Answer phone calls, route messages, and respond to inquiries from clients, contractors, and stakeholders.
• Assist in tracking project progress and deadlines using construction project management software (preferred experience in Procore, Bluebeam, or similar).
• Perform general office duties, maintain office supplies, and ensure the smooth day-to-day operation of the office.
• Prepare internal and client-facing correspondence, agendas, and presentations.
• Support project closeout processes, including assembling final documentation packages.

Preferred Skills & Experience:

• Familiarity with construction terminology, documents, and workflows is highly preferred.
• Strong organizational skills with the ability to prioritize tasks across multiple active projects.
• Excellent written and verbal communication skills to interface with clients, subcontractors, and team members.
• Proficient in Microsoft Office Suite, Adobe Acrobat, and Outlook; familiarity with Adobe InDesign or Photoshop is a plus.
• Experience with or willingness to learn construction software tools (Procore, Bluebeam, MS Project, etc.).
• Attention to detail, accuracy, and the ability to maintain confidentiality.
• Ability to work independently in a fast-paced, dynamic team environment.

Other Requirements:

• Ability to occasionally travel locally or out of state; reliable transportation is required.
• Must be able to lift and transport materials or documents up to 25 lbs.
• Full-time position based in office; occasional remote work flexibility may be considered for the right candidate.

Job Type: Full-time

Pay: $30,000.00 - $50,000.00 per year

Schedule:

• Monday to Friday

Work Location: In person